PA to the clinical Director

Main Roles and Responsibilities

• To provide a comprehensive and co-ordinated support service for the administration and clinical teams and clients.
• To manage initial client enquiries and client bookings ensuring timely response to all queries and requests.
• To liaise with clients, schools, charities and other organisations with regards to the services provided to them by Whole Child Therapy.
• To ensure the timely sending of documents to clients with regards to the services provided to them by Whole Child Therapy.
• To ensure safe and updated keeping of staff and organisation documents.
• To manage and maintain the clinical and management team’s diaries and schedules ensuring that any specific requirements for appointments are met.
• to organise travel arrangements for the clinical team.
• To manage the clinical directors schedule, to include travel arrangements, parking, administration time and all diary and calendar events
• To ensure the secure filing of documents in line with current data protection regulations and policies. This is to include the management of the online filing system and ensuring that other staff are using these systems correctly. For example that correct document naming guidelines are followed and that documents are stored in the correct location.
• To add and update clients details on the online systems used by the organisation and to ensure that the system is kept up to date and correct.
• To invoice clients for service delivered and ensure the timely payment of invoices by clients. This will include preparing and following-up quotations and proposals for services as requested.
• To manage basic human resources tasks relating to staff at Whole Child Therapy, such as the recording of sickness absences and annual leave requests.
• To manage the recording of expenses submitted by staff members.
• To provide support for the hosting of events, training and other services delivered by Whole Child Therapy.
• General office and housekeeping tasks.

 

Specific Role Requirements

 

1. Communication

• 1. Provide support and information to individual’s parents, carers and/or school adjusting your use of language to allow for their level of comprehension to understand.
• 2. Adjust communication according to age and comprehension level of the individual, using gesture and augmentative communication aids as necessary.
• 3. Provide and receive complex and sensitive information with regard to a client’s needs, difficulties and expectations.
• 4. Demonstrate empathy and sensitivity in response to clients, parents and children.
• 5. Work sensitively with parents who are themselves dealing with anger, grief and frustration as they come to terms with the impact of their child’s condition.
• 6. Communicate effectively with parents/carers, team members, colleagues and other agencies, including health and educational staff using written and verbal communication skills.
• 7. Ensure the timely sending of appropriate documents to clients to enable Whole Child Therapy services to be delivered.
• 8. Act appropriately when exposed to children who may be wet, soiled, sick, have saliva control issues etc.

 

 

1. Human Resources

• 1. To be professionally and accountable for all aspects of your own work.
• 2. To review and reflect on own practice and performance through the effective use of professional supervision or management meetings, self-reflection and appraisals.
• 3. Support the Practice Manager in organising, and updating all personnel files, including but not limited to DBS, qualification certificates, personal identity documents, etc.
• 4. Report any reported or perceived grievance and issues between personnels to the organisation’s Practice Manager.
• 5. Support the Practice Manager in developing, publishing and implementing the Organisation’s policies and procedures, staff handbooks, and any other internal and/or external information that is relevant to the business.
• 6. Assist employees to understand and adhere to the organisation’s policies, procedures.
• 7. Promote equality, diversity and well-being as part of the culture of the organisation.
• 8. Support the Practice Manager in recruiting staff, which may involve but is not limited to preparing and publicising job adverts, managing job applications, and ensuring the applicant has the required experience, education and skills necessary for the job.
• 9. Support the Practice Manager to oversee recruitment and hiring process which may involve but is not limited to contacting references, performing background checks and processing staff paperwork.
• 10. Support the Practice Manager to administer payroll and maintain employee records.
• 11. Support the Practice Manager to interpret and advise on employment law.
• 12. Support the Practice Manager to ensure personnel receive adequate and up-to-date training, including but not limited to the management of client data (as per the General Data Protection Regulation 2016 – GDPR), health and safety, safeguarding and child protection, and if required, deliver training such as new staff inductions.
• 13. Ensure all clients, staff and visitors are treated in a fair and equal manner at all times.

 

 

 

1. Health and Safety

• 1. Be responsible for self and others in relation to managing risk, health and safety and work within the policies and procedures laid down by the service.
• 2. Be responsible for and vigilant at all times in maintaining a safe environment within the clinic.
• 3. To be responsible for equipment used in the office and therapy rooms where appropriate.
• 4. Carry out risk assessments and consider how risks could be reduced, showing an awareness of Health and Safety implications and act accordingly.
• 5. Inform others and act immediately on safety notices, hazard warning notices and any other notifications in relation to equipment used/prescribed by the service.
• 6. Record any accidents, incidents, and near misses.
• 7. Report to the Practice Manager all reported and witnessed clinical and non-clinical accidents, incidents or near misses promptly, and when required, co-operate with any investigations undertaken.
• 8. Be responsible for the safe setting up, installation and maintenance of equipment used in the clinic.
• 9. Set up equipment when it arrives, show personnel/parents/professionals how to use it safely, and advise on when/how often it should be used.
• 10. Report any defects or difficulties to the Practice Manager.
• 11. Support the Practice Manager to arrange for repairs and adaptations as necessary.
• 12. Have a sound knowledge of theory and practice of manual handling of specialist equipment.
• 13. Support the Practice Manager to outline safe operational procedures which identify and take into account all relevant hazards.
• 14. Observe the hygiene code and demonstrate good infection control and hand hygiene.
• 15. Support the management team to carry out regular site inspections to check and maintain equipment for their safety and functionality, and ensure policies and procedures are being properly implemented.
• 16. Ensure working practices are safe and comply with legislation.
• 17. Ensure self and others are aware of the responsibilities placed on them by the Health & Safety at Work Act (1974) and ensure that the agreed safety procedures are carried out to maintain a safe environment for all personnel, clients, community members, and visitors.
• 18. Support the Practice Manager to prepare health and safety strategies and develop internal policy.
• 19. Support the Practice Manager to ensure personnel receive adequate training about health and safety issues and risks.
• 20. Demonstrate understanding and application of national guidelines/legislation relating to health and social care in the provision of children’s services.

 

 

1. Policy and Service Improvement/Development

• 1. Work as part of the administration team and participate in regular administration team meetings.
• 2. Participate in the operational planning and implementation of policy and service development within the Administration Team and the wider team.
• 3. Advise the Practice Manager of any equipment/materials needed for the service.
• 4. Support the Practice Manager to develop, and implement the organisation’s policies and procedures, staff handbooks, and any other internal and/or external information that is relevant to the business.
• 5. Support the Practice Manager in procurement.

 

 

RESPONSIBILITY – Risk Management / Health & Safety

 

• The post holder has a responsibility to themselves and others in relation to managing risk, health and safety and will be required to work within the policies and procedures laid down by the Organisation.
• Members of staff are required to observe the hygiene code and demonstrate good infection control and hand hygiene.
• Employees must be aware of the responsibilities placed on them by the Health & Safety at Work Act (1974) to ensure that the agreed safety procedures are carried out to maintain a safe environment for self, other staff, community members and visitors.
• To act immediately on safety notices, hazard warning notices and any other notifications in relation to equipment used/prescribed by the organisation.
• To report all clinical and non-clinical incidents or near misses promptly and when required to co-operate with any investigations undertaken.
• All staff have a responsibility to access occupational/emotional health, other staff support services and/or any relevant others in times of need and advice.

 

 

RESPONSIBILITY –  Records Management

 

• The post holder has responsibility for the creation and maintenance of records in accordance with the General Data Protection Regulation (2016).
• To immediately report any temporary or permanent incidents of loss of data in accordance with the General Data Protection Regulation (2016).
• The post holder has a responsibility to maintain timely and accurate record keeping and in accordance with professional guidelines.

 

RESPONSIBILITY – General

• To be professionally and legally accountable for all aspects of your own professional work.
• To review and reflect on own practice and performance through the effective use of professional supervision and appraisal in line with local guidelines.

 

RESPONSIBILITY-Quality

• To contribute to service development both of the service as a whole and in smaller groups by gathering requested information, suggesting issues to more senior staff and instigating projects with the agreement of senior staff.
• To demonstrate understanding and application of national guidelines/legislation relating to health and social care in the provision of children’s services.

RESPONSIBILITY-Equality, diversity and rights

• To adjust communication according to age and comprehension level of the individual, using gesture and augmentative communication aids as necessary.
• To ensure all clients, staff and visitors are treated in a fair and equal manner at all times.

RESPONSIBILITY – Risk Management / Health & Safety

• The post holder has a responsibility to themselves and others in relation to managing risk, health and safety and will be required to work within the policies and procedures laid down by the service.
• Members of staff are required to observe the hygiene code and demonstrate good infection control and hand hygiene.
• Employees must be aware of the responsibilities placed on them by the Health & Safety at Work Act (1974) to ensure that the agreed safety procedures are carried out to maintain a safe environment for other staff, community members and visitors.
• To act immediately on safety notices, hazard warning notices and any other notifications in relation to equipment used/prescribed by the service.
• To report all clinical and non-clinical incidents or near misses promptly and when required to co-operate with any investigations undertaken.
• All staff have a responsibility to access occupational health, other staff support services and/or any relevant others in times of need and advice.

RESPONSIBILITY- Records Management

• The post holder has responsibility for the creation and maintenance of records in accordance with the Data Protection Act (1998). I.e. if required to do so, obtain, process and/or use information held on a computer in a fair and lawful way, to hold only for the specified registered purposes and to use or disclose the data only to authorised persons or organisations.

 

 

This job description is not exhaustive and the post holder may be required to undertake such other duties from time to time as are consistent with the responsibility of the post.

This job description is subject to review and development from time to time in liaison with the post holder. As an employee of Whole Child Therapy Ltd you will be required to adhere to all the Organisation’s policies and procedures.

 

Additional duties and responsibilities:

Performing with appropriate professional care any other tasks, duties and responsibilities within reason that further the aims and objectives of Whole Child Therapy Ltd.

 

 Whole Child Therapy Ltd is committed to safeguarding and promoting the welfare of children and adults and expects all staff to share this commitment. An enhanced DBS (Disclosure and Barring Service) check and registration with the Update service will be required.

Whole Child Therapy Ltd reserves the right to vary or amend the duties and responsibilities of the post and the post-holder at any time according to the needs of its business.

 

Tasks and responsibilities

• To manage all aspects of the clinical directors calendar, booking accommodation, parking, making sure that administration time is allocated to clinical work, specifically organizing several weeks ahead and providing a time table and run down weekly and/or daily to the director as required
• To manage emails via the admin email address daily- responding to queries as you can.
• to respond to all new business requests- parent questionnaire/book consultation
• to track and manage all trairge from parent questionnaire to hand over to relevant clinical lead
• to work with clinical leads to manage all HR requirements weekly emails, or meetings to discuss any absence sickness or contract disruptions
• to make sure that all contracts are being tracked and documented- liaise with clinical leads
• to answer the phone and manage phone answers phone- assigning tasks to the clinical team via leads or directly as appropriate.
• to work with accounts to make sure all clients are set up with payments -using tracker and team meetings
• to complete expenses and other standard documentation for the director
• to proof read reports and other documents and emails for the director and clinical team as required

 

 

Daily

• check emails- Admin and Nerys Hughes
• send all new parent enquires and parent questionnaire
• add all new parent questionnaires to triage tracker
• make sure Nerys compleates triage minimally every 48 hours
• complete and send all quotes
• add all accepted quotes to tracker and assign to clinical lead Kim for EHCP/direct families all school enquiries to Laura
• Admin email, check answer phone, Nerys email, nerys schedule for the day and put in support as required
• New quoted and new business

Weekly

• check in with leads for sickness absence and canilcation
• create Nerys week following time table and
• check all clients with bookings or packages are set up with accountant and payment plan is in place (chasing job)

 

Monthly

• check in with Laura that all school trackers are up to date drive and clinko
• check all bookings and see what logistics may be required clinko
• check health and safety checklist with lewisham team jo/kim citation and work book kept at lewisham
• liaise with KIm that all staff training and HR requirements are up to date citation
• internet, gas, electricity, other roling expenses and contracts in place and documents together

 

As required

• All new contracts with school/training/partners – put tracker and schedule together finance is in place Mike/drive
• trackers are created and completed by clinical team drive
• payment plans are passed to mike atkinsonemail cliniko
• set up new client on drive and cliniko
• set up all new staff on drive and citation
• make sure all staff requirements to work are updated annually and liaise with Kim/Jo on this .
• expenses mike and drive
• equipment ordering
• health and safety PPE/ other essential items and stocked and replenished- liaise with Jo on these and amazon/pearson